How to Write a Vendor Notification to Discontinue Service Letter

Written by jeffery keilholtz
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How to Write a Vendor Notification to Discontinue Service Letter
Discontinuation letters must remain professional. (Jupiterimages/Goodshoot/Getty Images)

Businesses make changes all the time. Many times alterations come in the form of associated partnerships and business relationships. Severing a relationship with a vendor or service provider with whom you have a long-standing relationship may feel complicated and difficult. It is wise to keep your correspondence cordial and straightforward. Do what you must to write a vendor notification to discontinue service letter that makes your point and severs the association on the finest terms possible.

Skill level:
Moderately Easy

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Things you need

  • Computer
  • Supplemental documentation
  • Printer

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  1. 1

    Draft your letter on a computer. Use a word-processing template if necessary to keep formatting as professional as possible.

  2. 2

    Introduce the letter declaring your intention to discontinue service with the stated vendor. Use genial language and state -- if possible -- that while the partnership was a success for the length of your relationship, it is now time for you and your company to move in another direction.

  3. 3

    Explain with specificity and clarity why the change is necessary in the body of the letter. Use as much detail as needed. Remain professional and keep to the point at all times. List facts about events, relationships, errors and other reasons for the change, supplemented with actual dates and outcomes of incidents. Providing thorough detail lessens the opportunity for the vendor to challenge the dissolution.

  4. 4

    End the letter in a formal manner. Print and sign the letter on professional paper. Forward the letter via certified mail to ensure a delivery receipt for your professional records.

Tips and warnings

  • Look over the letter with a lawyer -- if necessary -- prior to sending.

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